Secretary Job Description

Being an administrative assistant or executive secretary isn’t for everyone. Only certain professionals possess the qualities or qualifications to fill such a role. Supposing that your business is in need of one, it’s essential to know and give out the job specifications for the interested job seeker’s sake. To do this, you need a job description. It’s a document that includes all the information you’re looking for in an employee, as the background on education, professional experience, and more. For job seekers, it’s a good reference in preparing their job application documents, such as a resume and preparing for an interview. Our template examples of a secretary job description will be of great help if you’re looking to make one. Check them out below!

10+ Secretary Job Description Examples

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What Is a Secretary Job Description?

A secretary job description is a document that summarizes the work of a secretary, as well as the qualifications and requirements to become one. It’s made internally for current employees, human resource staff, executives, and for job applicants. Even though the document is important in different ways for the different groups, its function as a guideline is common to each of them. In addition, it has its disadvantages just as it has its advantages. One of them includes their constant need for an update. Due to many factors, the role of being a secretary may evolve, and an outdated job description may lead to disagreements.

How Job Descriptions Help the HR

It was mentioned above that a job description helps human resource staff in many of their functions. According to the go2HR, creating one is a crucial course of action in organizing the said department’s recruitment strategy plan. Aside from that, the same source said that the document also assists in the other HR undertakings, such as employee compensation plans, employee training plans, and performance management plans. To give you an example, a job description can determine what an employee lacks in terms of skills when one of the items in its list of qualifications is not met throughout his or her production or performance.

How To Prepare a Secretary Job Description

In preparing a job description, you have to study various secretarial and job description related articles, videos, and other learning mediums. This is to ensure the output’s effectiveness in carrying out the different important aspects of information to concerned audiences. Undeniably, it could take up some of your time. But, there’s nothing to worry about! Below, we provide you our straightforward and thorough outline to make sure you produce a concise job description without going through the hassle of researching!

1. Understand Your Company’s Needs

Hiring a secretary means another employee for your company. Another employee means additional liability and outlay. With those being said, you have to make sure that you understand your need for one very well. Because if not, you might find yourself complicating some computations on your company’s operating budget, or worst, the financial plan.

2. Describe a Secretary’s General Role

The very first section to compose for your job description is the general role. In this section, you will be discussing the secretary’s job summary. Knowing secretaries in general, they provide certain kinds of assistance either to an office, a group, or a particular executive. If you’ve specified what kind of secretary, adjust some details accordingly.

3. Enumerate the Duties and Responsibilities

After describing what a secretary commonly does, separately enumerate its duties and responsibilities. Take note that in setting the items in this part of your job description, you have to make them according to your company’s culture and employee work rules. The items on this part also serve as decision criteria for both managers and HR personnel. For job seekers, on the other hand, it’s a good basis for the composition of their resume or curriculum vitae.

4. List the Job Qualifications and Requirements

Educational background, work experience, training certificates, and job application letters are some of the items that you need to take into account after enumerating the duties and responsibilities. They can be categorized as job qualifications and requirements. This part is designed specifically for job seekers to know what qualities they must possess and what employment application documents they must bring.

5. Write Down the Job Benefits

If you’re making this job description as a tool for your recruitment process, you have to make it appealing for the applicants. One way of doing so is to write down what benefits come with the job opening. This indicates that you have to include in your document the specific details on your company’s compensation plan, commission plan, insurance policy, and other incentives.

6. Review, Correct, and Finalize

Once everything’s been set, make time to review and identify errors on your document. They could be misspelled words, inaccurate items, or grammatical errors. After that, finalize your output by correcting them immediately.

FAQs:

American actress and activist Jane Fonda once said, “You can run the office without a boss, but you can’t run an office without secretaries.” This quote only conveys the message of how important secretaries are in workplaces. If you come to think of it, their very purpose revolves around the management of a specific operation, which is the most important aspect of a business. Added to it is their expertise in making and keeping detailed records that can conveniently prepare executives to implement their to-do list.